Expertise France is seeking an Administrative and Finance Assistant to support the day-to-day administrative and financial management and the logistical activities required for the effective implementation of the project support for ECOWAS Centre for Renewable Energy and Energy Efficiency (ECREEE).
Based in Praia, the Administrative and Finance Assistant will be assigned full-time to the ECREEE support project and will work under the responsibility of the Project Coordinator.
The Administrative and Finance Assistant will be based within Expertise France’s shared office (Bureau Mutualisé – BM) in Praia and will work closely with the Expertise France project team based at headquarters and with the BM support functions.
As part of his/her duties, he/she will also interact regularly with ECREEE, experts, service providers, partners and other project stakeholders.

The main responsibilities of the Administrative and Finance Assistant are as follows:

Support to the administrative and financial management of the project
•    Ensure the administrative follow-up of project expenditure and the proper filing and management of supporting documents;
•    Receive and carry out a first-level review of invoices and supporting documents;
•    Ensure the administrative follow-up of advances, expense claims and expenditure related to project missions and activities;
•    Complete and regularly update the administrative and financial monitoring tools falling within his/her scope of responsibility;
•    Ensure the filing and archiving of the project’s administrative, accounting and financial documents;
•    Facilitate the flow of information and documents between the Project Coordinator, the project team and the relevant support functions.

Support to procurement and contracting procedures
•    Contribute to the planning of purchases required for the implementation of project activities;
•    Prepare the administrative documentation required for consultations and procurement procedures;
•    Contribute to the preparation of specifications, requests for quotations and other documents required for consultations;
•    Conduct certain procurement procedures, under the supervision of the Project Coordinator and in coordination with the relevant BM functions, in accordance with applicable procedures;
•    Ensure the administrative follow-up of purchase orders, contracts and services;
•    Collect, file and archive documentation relating to procurement procedures and ensure that files are complete;
•    Ensure the necessary coordination with the BM procurement functions.

Administrative and organisational support to the project
•    Provide day-to-day administrative support to the Project Coordinator and the project team;
•    Manage project-related calendars, appointments and meetings;
•    Draft and format correspondence, meeting minutes, notes, monitoring tables and other administrative documents;
•    Manage administrative exchanges with project partners, experts, service providers and other stakeholders;
•    Contribute to the preparation and administrative follow-up of project meetings and activities;
•    Ensure the electronic filing and archiving of project documents and records;
•    Maintain databases, contact lists and directories of partners and stakeholders;
•    Contribute to the administrative follow-up of project human resources matters, in coordination with the Project Coordinator and the relevant Expertise France contacts;
•    Ensure compliance with the administrative procedures applicable to the project.

Logistical support, missions and events
•    Organise business travel for the project team, experts and other persons involved in project activities, including tickets, accommodation, transport and other required services;
•    Prepare administrative documents related to missions, including invitation letters, mission orders, visa applications, security documents, expense claims, etc.;
•    Contribute to the planning and logistical organisation of workshops, training sessions, steering committee meetings, technical meetings and other project events;
•    Prepare programmes, itineraries and logistical arrangements required for the successful organisation of events;
•    Arrange the necessary bookings and services, including venues, catering, transport, equipment, printing and other logistical requirements;
•    Ensure the administrative and logistical follow-up of service providers;
•    Ensure the filing and archiving of documents relating to missions and project events.